Method and apparatus for recording and managing communications for transcription

ABSTRACT

A server located at a first location for recording and managing communications for transcription generated at a second location. Clients contact the server to store communications for transcription. The client is given the option to create a user configurable profile that defines user identification data and recording options for that client. The user identification data includes a user identification number and an audible user identification which is associated with each user identification number. The communications are recorded based on the recording options in the user configurable profile. Exemplary recording options include file integrity and audio archiving. The server also provides the user with the ability to withhold a recording for completion at a later time.

CROSS-REFERENCE TO RELATED APPLICATIONS

This application through International Application No. PCT/US97/05914 isa continuation-in-part of U.S. patent application Ser. No. 08/630,549filed Apr. 10, 1996 and issued as U.S. Pat. No. 5,828,730 on Oct. 27,1998.

BACKGROUND OF THE INVENTION

The present invention relates to a method and apparatus fortranscription. More specifically, the present invention relates to amethod and apparatus for remote recording, of a conversation between twoor more people or a statement by one person (referred to herein ascommunication), over a telecommunication medium (e.g., telephone lines)for purposes of transcription.

Dictation machines and other devices for recording for the purposes oftranscribing the recorded dialog are well known. The following U.S. Pat.Nos. 3,895,189; 4,309,571; 4,790,002; 4,827,461; 4,860,339; and4,851,937 are discussed briefly below. These examples are not intendedto be a complete listing of the prior art but are provided as an exampleof such.

U.S. Pat. No. 3,895,189 discloses a control circuit for coupling acentral record/playback unit of an endless tape loop recording systemwith an automatic answering coupler of a telephone system, the controlcircuit including an audio preamplifier for receiving and amplifyingaudio signals from the answering coupler and means for supplying them tothe recording section of the central record/playback unit for recordingon the endless loop of tape.

U.S. Pat. No. 4,309,571 discloses apparatus for operating a dictationunit as a telephone-answering device. The dictation unit has a movablerecord medium upon which an announce message is recorded at apredetermined portion. Switching circuitry is selectively operable tocondition the dictation unit to operate as a telephone-answering device,and a line coupler connects the dictation unit to a telephone line.

U.S. Pat. No. 4,790,002 discloses a telephone terminal or a combinedtelephone-dictation terminal. Such telephone apparatus includes ahandset having a microphone and a speaker together with a speaker phonehaving a microphone and a speaker. Such telephone apparatus alsoincludes a hook switch, which detects on-hook and off-hook conditions ofthe handset, a speaker phone switch, and a control mechanism, which isresponsive to the hook switch and the speaker phone switch. The controlmechanism may successively enable and disable at least one of thespeaker phone microphone and the speaker phone switch during the on-hookcondition.

U.S. Pat. No. 4,827,461 discloses an input coupling apparatus forcoupling a telecommunications link, such as a telephone line, to anaudio device, such as a recording channel of a telecommunicationslogger. Input terminals connect the coupling apparatus to thetelecommunications link, such as to the tip and ring leads of atelephone line, for receiving audio signals. Voltage, current and remotesensing devices are coupled to the input terminals for detecting anactive mode, such as an off-hook condition, during which audio signalsare present. When connected to a telephone line, either an off-hookvoltage condition or an off-hook current flow is sensed to produce anoff-hook signal. When coupled to another communications link, such as aradio link, an external, simulated off-hook signal is detected.

U.S. Pat. No. 4,860,339 discloses a programmable telephone/dictationterminal that can be disposed in any one of several different modes ofoperation including, but not limited to, dictating information onto arecorder, communicating over a telephone network, recording incomingmessages received via a telephone line, preventing a telephone dial outoperation and communicating “test” messages with a supervisory console.

U.S. Pat. No. 4,851,937 discloses a multichannel communications recorderor logger. The recorder is formed from modular elements which may beconfigured into a large number of selectable configurations. In eachconfiguration one or more record decks is controlled by a control modulewhich includes a system control microprocessor and a CRT controlmicroprocessor.

Providing conventional stenographic services is a highly labor intensiveand involved process. Most significantly, it requires a highly trainedindividual to be physically present at the site where a statement willbe given or meeting is to occur. Although procedures differ betweenservice providers, the steps typically involve: scheduling of availablepersonnel for the desired date and time of the event; travel to thelocation of the event; setup and installation of the stenographer andequipment; capture of the vocalization of the event; tear down ofequipment; travel back to the service provider's office; transfer of thestenographic record to computer form, translation of the stenographicrecord to proper English language; printing of transcript; and deliveryof transcript to customer.

Time study analysis of this process reveals a disproportionaterelationship between overhead (i.e., travel, setup, etc.) and theprimary steps which are the capture of the spoken words and thesubsequent translation to a finished transcript.

SUMMARY OF THE INVENTION

The above-discussed and other drawbacks and deficiencies of the priorart are overcome or alleviated by the method and apparatus for remoterecording of communications for transcription of the present invention.In accordance with the present invention, a telephone at a firstlocation has a handset including a speaker and a microphone as is wellknown in the art. The telephone is connected over telephone lines to arecording device at a second location remote from the first location.

In accordance with a first embodiment, an acoustic coupler (e.g., aspeaker) is disposed at the microphone of the handset. The coupler isconnected by a cable to an amplifier device, which is connected by acable to a microphone, preferably a pressure zone microphone. Themicrophone is positioned in close proximity to the person or persons forwhom a recording (and transcript) of their conversation is desired. Theelectronics of the amplifier device comprises an audio amplifiercircuit, an indicator circuit and a microphone mixer circuit (when morethan one microphone is used). The input interface of the audio amplifiercircuit is connected to the microphone mixer circuit (or the microphoneconnection). The output interface of the audio amplifier circuit isconnected to the speaker.

During use, the acoustic coupler, the amplifier device and themicrophone are connected as described above. A user calls into theremote recording device using the telephone and enters anaccount/identification code at the telephone. After this code isaccepted, recording at the remote recording device can be initiated.Once the communication (i.e. dialog, conversation or statement) has beenrecorded it can be accessed for transcription, as is well known in theart.

In accordance with an alternate embodiment, an acoustic coupler having aspeaker and a microphone, is disposed at the cooperating speaker andmicrophone of the handset. The acoustic coupler is connected to acommunication device, which is connected to a microphone, preferably apressure zone microphone. The communication device includes a speakerand a keypad. The electronics of the communication device comprisesfirst and second audio amplifier circuits, an encoder circuit, anindicator circuit, and a microphone mixer circuit (when more than onemicrophone are used). The input interface of the first amplifier circuitis connected to the microphone in the acoustic coupler and the outputinterface of first amplifier circuit is connected to the speaker in thecommunication device. The input interface of second amplifier circuit isconnected to the microphone for capturing the communication. The outputinterface of the second amplifier circuit is connected to the speaker inthe acoustic coupler. The encoder circuit interfaces with the keypad atthe communication device. A switch switches out the microphone andswitches in the speaker, both at the communication device, whenactuated, in order to avoid feedback, otherwise the microphone isswitched in for recording.

During use, the acoustic coupler and the communication device areconnected as described above. A user calls into the remote recordingdevice using the telephone, then actuates the switch, and enters anaccount/identification code on keypad of the communication device. Afterthis code is accepted, recording at the remote recording device can beinitiated. Once the communication has been recorded it can be accessedfor transcription, as is well known in the art.

In accordance with another alternate embodiment, a communication deviceis connected directly to the telephone wires (i.e., no acoustic coupleris required). The telephone wires being connected to the remoterecording device as described hereinbefore. The communication deviceincludes a speaker, a microphone and a keypad. The electronics for thiscommunication device comprises a standard telephone interface circuit,first and second audio amplifier circuits, an indicator circuit, and amicrophone mixer circuit (when more than one microphone is employed). Aswitch switches out the microphone and switches in the speaker, both atthe communication device, when actuated, in order to avoid feedback,otherwise the microphone is switched in for recording.

During use, the communication device is connected as described above. Auser calls into the remote recording device using the keypad, thenactuates the switch, and enters an account/identification code on thekeypad. The user will only hear information communicated from the remoterecording device when the switch is held down. After this code isaccepted, recording at the remote recording device can be initiated.Once the communication has been recorded it can be accessed fortranscription, as is well known in the art.

In accordance another alternate embodiment of the embodiment, thecommunication device described immediately above includes an antenna, asis known in wireless telephones.

The present invention expands the reach of traditional stenography andtranscription services by allowing recordings of conversations andstatements (i.e., communications) to be made remotely via a telephoneover a telecommunications medium. In accordance with the presentinvention, the stenographic event is captured at a remote cite andrelayed via telephone lines where the event is recorded and transcribed.This allows the skills of the stenographer/transcriptionist to beutilized in a far more efficient manner as well as significantlyexpanding the geographic area to which a service bureau can provide it'sservices.

It will be appreciated, that a conventional telephone instrument whichtransmits the voice of a single person, is wholly inadequate fortransmitting a dialog between two or more persons (i.e., acommunication). The microphone in the handset of such conventionaltelephone instruments simply does not have the necessary sensitivity topick-up sound except when directly spoken into.

The above-discussed and other features and advantages of the presentinvention will be appreciated and understood by those skilled in the artfrom the following detailed description and drawings.

BRIEF DESCRIPTION OF THE DRAWINGS

Referring now to the drawings wherein like elements are numbered alikein the several FIGURES:

FIG. 1 is a diagrammatic perspective view of the apparatus for remoterecording in accordance with a first embodiment of the presentinvention;

FIG. 2 is a schematic diagram of the electronics of the apparatus forremote recording of FIG. 1;

FIG. 3 is a diagrammatic perspective view of the apparatus for remoterecording in accordance with a second embodiment of the presentinvention;

FIG. 4 is a diagrammatic perspective view of the apparatus for remoterecording in accordance with a third embodiment of the presentinvention;

FIG. 5 is a diagrammatic perspective view of the apparatus for remoterecording in accordance with a fourth embodiment of the presentinvention;

FIG. 6 is a schematic diagram of the electronics of the apparatus forremote recording of FIG. 5;

FIG. 7 is a diagrammatic perspective view of the apparatus for remoterecording in accordance with a fifth embodiment of the presentinvention;

FIG. 8 is a diagrammatic perspective view of the apparatus for remoterecording in accordance with a sixth embodiment of the presentinvention;

FIG. 9 is a schematic block diagram of the electronics of the apparatusfor remote recording of FIG. 8;

FIG. 10 is a diagrammatic perspective view of the apparatus for remoterecording in accordance with a seventh embodiment of the presentinvention; and

FIG. 11 is a schematic block diagram of the electronics of the apparatusfor remote recording of FIG. 10.

FIG. 12 is a block diagram of an apparatus for remote recording in anexemplary embodiment of the invention.

FIG. 13 is a block diagram of components of the server shown in FIG. 12.

FIGS. 14A-14G are flow diagrams of a process performed by the server.

FIG. 15 is a flow diagram of another process performed by the server.

FIG. 16 is an illustration of tracking data stored by the server.

DESCRIPTION OF THE PREFERRED EMBODIMENT

Referring now to FIG. 1, a telephone 10 at a first location has ahandset 12 including a speaker and a microphone as is well known in theart. Telephone 10 is connected over telephone lines 14 to a recordingdevice 16 at a second location, remote from the first location.

Recording device 16 comprises any one of a wide variety of devices,including: answering machines; telephone based dictation machines;modems with data/fax/voice mail features for personal computers;dictation/transcription systems (e.g., such are commercially availablefrom Lanier, Dictaphone and Phillips); computer based voice mail systems(e.g., such are commercially available from Rhetorex, Dialogic andNewVoice); and interactive voice response systems, all of which are wellknown in the art. While operating procedures vary between these units,typically a user dials a phone number at remote equipment and listensfor a voice prompt or tone to begin recording. Some of these systemsrequire user identification numbers for access authorization. Further,others allow the recording to be reviewed and edited by the use oftelephone touch-tone commands. The completed recording can then betranscribed via local instruments or terminals, or remotely by telephonein either analog or digital format.

In accordance with a first embodiment, an acoustic coupler 18 isdisposed at the microphone of handset 12. Coupler 18 is connected by acable 20 extending therefrom to an amplifier device 22, which isconnected by a cable 24 extending therefrom to a microphone 26.Microphone 26 is preferably a pressure zone microphone which ispositioned in close proximity to the person or persons for whom arecording (and transcript) of their conversation (i.e., communication)is desired. The pressure zone microphone operates on the boundary zoneprincipal, and is ideal for recording dialog conducted across reflectingsurfaces, such as a conference room table. Rather than picking up bothdirect and reflected sound from such a table, the pressure zonemicrophone operates in such a manner that the phases of both the directand reflected sound are coincident and actually combine to produce astronger and clearer result. Alternatively, a plurality of electretmicrophones with lapel clips are employed, with each person involved inthe conversation being recorded wearing one of the microphones. Further,hand held, wireless or any other suitable type of microphone may beused.

Coupler 18 comprises a speaker 27 (FIG. 2) mounted within an enclosure28 having openings for speaker 27 and an elastic strap 30 attachedthereto. The elastic strap 30 has a length sufficient for extendingabout the microphone (i.e., mouth piece) portion of handset 12, as isclearly shown in the FIGURE. Alternatively, strap 30 may comprise astrap having a hook and loop (e.g., Velcro®) type attachment. This couldbe a strap which wraps around the handset and the enclosure 18, andattaches onto itself. There could also be two strap portions whichextend around the handset and attach to each other. Cable 20 includeswires connected at one end thereof to speaker 27 and are terminated aton end with a connector 31 (e.g., a mini-phone plug).

Ampliflier device 22 includes an enclosure 32 having an indicator 34(e.g., a light emitting diode, LED) for indicating when the unit isturned oil and an indicator 36 (e.g., an LED) for indicating operationof the unit. Enclosure 32 further includes a connector 38 (e.g., amini-phone jack) for mating with connector 31 of the acoustic coupler18. Mating of connector 38 also activates (turns on) amplifier device22. Alternatively, a switch may be providing for turning on the unit.The unit is preferably battery powered, whereby access is provided inenclosure 32 for a battery. Depending upon the battery voltage, a 5 voltdc regulator may be required for power of the amplifier electronics.Alternatively, a transformer for converting 120 volts ac from a walloutlet to a de voltage may be employed as is well known. It will beappreciated that with the transformer, an additional jack is required inenclosure 32.

Cable 24 of microphone 26 is also terminated at one end thereof with aconnector 40, which mates with a connector 41 in enclosure 32 ofamplifier device 22. It will be appreciated that additional connectorsare provided for each microphone to be attached to amplifier device 22.

Referring to FIG. 2, an electrical schematic for the electronics ofamplifier device 22 is generally shown. The electronics comprises anaudio amplifier circuit 42, an indicator circuit 44 and a microphonemixer circuit 46. Audio amplifier circuit 42 comprises an amplifier,e.g., part no. MC34119 commercially available from Motorola, andassociated components for setting the gain and defining the input andoutput interfaces 48 and 50, respectively. Interface 48 is connected tomicrophone mixer circuit 46 which comprises a resistor arrangement andis connected to the microphone(s) 26 through connectors 42. Interface 50is connected to speaker 27 through connector 38. Indicator circuit 44comprises a driver, e.g., part no. LM311 commercially available fromMotorola, connected to LED 36 and illuminates when speaker 27 is driven.It will be appreciated that an automatic gain control (AGC) circuit canbe employed to accommodate for a larger range of load to soft sounds, asis well known in the art. Such an AGC circuit amplifies quite or softsound more and limits loud sound to a fixed maximum level.

During use, coupler 18, amplifier device 22 and microphone 26 areconnected as described above. A user calls into recording device 16using telephone 10 and handset 12, when prompted, over the speaker inthe handset 12, the user enters an account/identification code on thekeypad of telephone 10. It is assumed that telephone 10 is a touch-tonetelephone. Once this code is accepted, the user is instructed to press aparticular key to begin recording at remote recording device 16. Theuser can stop recording by pressing another key on telephone 10, suchkey being identified by device 16 when the other instructions weregiven. Once the communication has been recorded it can be accessed fortranscription, as is well known in the art.

Referring to FIG. 3, in accordance with an alternate embodiment of theembodiment of FIG. 1, the amplifier device and the acoustic coupler arecombined into an enclosure 60. Enclosure 60 includes openings forspeaker 27 and elastic strap 30 attached thereto. Enclosure 60 furtherincludes indicator 34 for indicating when the unit is turned on andindicator 36 for indicating operation of the unit. A switch 62 isprovided to turn the unit on. Microphone 26 is connected throughconnector 42 in enclosure 60. It will again be appreciated thatadditional connectors are provided for each microphone. Electronicallyand operationally, the unit is the same as described above with regardto the embodiment of FIG. 1.

Referring to FIG. 4, in accordance another alternate embodiment of theembodiment of FIG. 1, the amplifier device and the microphone arecombined into an enclosure 64. Enclosure 64 includes openings formicrophone 26. Enclosure 64 further includes indicator 34 for indicatingwhen the unit is turned on and indicator 36 for indicating operation ofthe unit. Enclosure 64 further includes connector 38 for mating withconnector 31 of the acoustic coupler 18. Mating of connector 38 alsoactivates (turns on) amplifier device 22, as described above.Alternatively, a switch may be providing for turning on the unit.Electronically and operationally, the unit is the same as describedabove with regard to the embodiment of FIG. 1.

The above described embodiments are referred to as half duplex systemsas the local portion of the overall system (i.e., the acoustic coupler,the amplifier device and the microphone) only provide one-waycommunication.

Referring to FIG. 5, in accordance with an alternate embodiment, anacoustic coupler 66 having a speaker 68 and a microphone 70, is disposedat the cooperating speaker and microphone of handset 12. Acousticcoupler 66 is, for example, model no. 200, commercially available fromUnlimited Systems. Coupler 66 includes a strap 71 having a hook andloop) (e.g., Velcro®) type attachment. Strap 71 is attached at one endthereof to coupler 66 and wraps around the handset and the coupler 66,and attaches onto itself Coupler 66 is connected by a cable 72 extendingtherefrom to a communication device 74, which is connected by a cable 76extending therefrom to a microphone 78. Cable 72 is terminated at oneend thereof with a connector 80, e.g., a standard telephone plug.Microphone 78 is preferably a pressure zone microphone which ispositioned in close proximity to the person or persons for whom arecording or transcript of their conversation is desired. Alternatively,a plurality of electret microphones with lapel clips are employed, witheach person involved in the conversation being recorded wearing one ofthe microphones. Further, hand held, wireless or any other suitable typemicrophone may be used.

Communication device 74 includes an enclosure 82 having an indicator 84(e.g., an LED) for indicating when the unit is turned on and anindicator 85 (e.g., an LED) for indicating operation of the unit.Enclosure 82 further includes a connector 86 (e.g., a standard telephonejack) for mating with connector 80 of microphone 78. It will beappreciated that additional connectors are provided for each microphone78. Enclosure 82 includes openings for a speaker 87 and a 4×4 standardtelephone keypad 88 (e.g., a switch matrix, part no. 96BB2-056-Fcommercially available from Grayhill) is mounted thereon. A switch 90 isprovided to turn the unit on. A spring loaded (or biased) switch 91 isprovided to switch out microphone 78 and switch in speaker 87. The unitis preferably battery powered to maintain portability, whereby access isprovided in enclosure 82 for a battery. Although, a transformer may beemployed as described herein before.

Referring to FIG. 6, an electrical schematic for the electronics ofcommunication device 74 is generally shown. The electronics comprises afirst audio amplifier circuit 92, a second audio amplifier circuit 94, aDTMF encoder circuit 96, an indicator circuit 98, a microphone mixercircuit 100, and a reverse voltage protection circuit 102 (such may alsobe employed with the other embodiments described herein). Audioamplifier circuits 92 and 94 each comprise, an amplifier, e.g., part no.MC34119 commercially available from Motorola, and associated componentsfor setting the gain and defining input and output interfaces. The inputinterface of circuit 92 is connected to microphone 70 in coupler 66 andthe output interface of circuit 92 is connected to speaker 87. The inputinterface of circuit 94 is connected to microphone mixer circuit 100which comprises a resistor arrangement and is connected to themicrophones through connectors 86. The output interface of circuit 94 isconnected to speaker 68 in coupler 66. Encoder circuit 96 is connectedto keypad 88 and comprises a DTMF (telephone touch-tone) encoder (e.g.,part no. MC145412 commercially available from Motorola). Indicatorcircuit 98 comprises a driver, e.g., part no. LM311 commerciallyavailable from Motorola, connected to LED 85 and illuminates whenspeaker 68 in coupler 66 is driven. Switch 91 switches out microphone 78and switches in speaker 87 when actuated, in order to avoid feedback,otherwise microphone 78 is switched in for recording. It will beappreciated that switch 91 may be replaced by an electronic switch.However, electronic switching results in cutting off portions of thecommunication being recorded, as such known devices look forcommunication in both directions and suffer from attack and delay typeproblems, and such is not acceptable for accurate recording of acommunication.

During use, coupler 66 and communication device 74 are connected asdescribed above. A user calls into recording device 16 using telephone10, then holds down switch 91, when prompted, over speaker 87 in thecommunication device 74, the user enters an account/identification codeon keypad 88 of communication device 74. The user will only hearinformation communicated from recording device 16 when switch 91 is helddown. Once this code is accepted, the user is instructed to press aparticular key on keypad 88 to begin recording at remote recordingdevice 16. The user can stop recording by pressing another key on keypad88, such key being identified by device 16 when the other instructionswere given. Once the communication has been recorded it can be accessedfor transcription, as is well known in the art.

Referring to FIG. 7, in accordance with another alternate embodiment ofthe embodiment of FIG. 5, the communication device and the microphoneare combined, whereby a microphone 78 is disposed in enclosure 82.Enclosure 82 includes openings for the microphone 78. Electronically andoperationally, the unit is the same as described above with regard tothe embodiment of FIG. 5.

Referring to FIG. 8, in accordance with an alternate embodiment, acommunication device 120 is connected through a cable 121 havingstandard telephone plugs 122, 123 and mating telephone jack 124 totelephone wires 14. Telephone wires 14 are connected to recording device16 as described hereinbefore. Communication device 120 comprises anenclosure 126 having an indicator 128 (e.g., an LED) for indicating whenthe unit is turned on and an indicator 130 (e.g., an LED) for indicatingoperation of the unit. Enclosure 126 further includes a connector 132(e.g., a standard telephone jack) for mating with telephone plug 123 ofcable 121. Enclosure 126 includes openings for a speaker 134 andopenings for a microphone 136. A 4×4 standard telephone keypad 138(e.g., a switch matrix, part no. 96BB2-056-F commercially available fromGrayhill) is mounted on enclosure 126. A switch 140 is provided to turnthe unit on. A spring loaded (or biased) switch 142 is provided toswitch out microphone 136 and switch in speaker 134. The unit ispreferably battery powered to maintain portability, whereby access isprovided in enclosure 126 for a battery. Although, a transformer may beemployed, as described herein before. It will also be appreciated thatexternal microphones may be employed in a manner described hereinbefore.

Referring to FIG. 9, an electrical block schematic for the electronicsof communication device 120 is generally shown. The electronicscomprises a standard telephone interface circuit 143 (which includes anencoder circuit for interfacing with keypad 138), a first audioamplifier circuit 144, a second audio amplifier circuit 146, anindicator circuit 148, and a microphone mixer circuit 150 (when morethan one microphone is employed). Audio amplifier circuits 144 and 146are similar to circuits 92 and 94 described with reference to FIG. 6hereinbefore. Indicator circuit 148 is similar to circuit 98 describedwith reference to FIG. 6 hereinbefore. Switch 142 switches outmicrophone 136 and switches in speaker 134 when actuated, in order toavoid feedback, otherwise microphone 136 is switched in for recording,as described in earlier embodiments herein.

During use, communication device 74 is connected as described above. Auser calls into recording device 16 using keypad 138, then holds downswitch 142, when prompted, over speaker 134, the user enters anaccount/identification code on keypad 138. The user will only hearinformation communicated from recording device 16 when switch 142 isheld down. Once this code is accepted, the user is instructed to press aparticular key on keypad 138 to begin recording at remote recordingdevice 16. The user can stop recording by pressing another key on keypad138, such key being identified by device 16 when the other instructionswere given. Once the communication has been recorded it can be accessedfor transcription, as is well known in the art.

Referring to FIG. 10, in accordance another alternate embodiment of theembodiment of FIG. 8, a communication device 148 includes an antenna 150as is known in wireless telephones. Communication device 148 is the sameas communication device 120 except for the addition of the wirelesstelephone capability.

Referring to FIG. 11, an electrical block schematic for the electronicsof communication device 148 is generally shown. The electronicscomprises a standard telephone transmit/receive circuit 152, standardtelephone interface circuit 143 (which includes an encoder circuit forinterfacing with keypad 138), first audio amplifier circuit 144, secondaudio amplifier circuit 146, indicator circuit 148, and microphone mixercircuit 150 (when more than one microphone is employed). Operationally,the unit is the same as described above with regard to the embodiment ofFIGS. 8 and 9.

The embodiments of FIGS. 5-11 are referred to as full duplex systems asthe local portion of the overall system (i.e., the portion capturing thecommunication being recorded) provides two-way communication.

FIG. 12 is a block diagram of an alternative embodiment of the presentinvention. In FIG. 12, the recording device 16, shown in FIG. 1 isreplaced with a server 120. Of course, the server 120 can be used withany of the other previous embodiments. Server 120 receives calls fromclients who want to listen to a previously recorded job, completerecording an unfinished job, or record a new job. Transcriptionists alsocall the server 120 to complete transcription of an unfinished job orbegin transcription of a new job. The server 120 provides a variety offeatures not available in conventional dictation/transcription systems.A detailed discussion of the operation of the server 120 is providedbelow with reference to FIGS. 14A-14G.

FIG. 13 is a block diagram of the major components of the server 120shown in FIG. 12. A microprocessor or controller 130 executes the serverprogram which is stored in random access memory (RAM) 131. A suitablemicroprocessor is the Pentium 100 MHz processor available from IntelIncorporated. A network interface card 132 allows the server tocommunicate to remote terminals over a local area network if desired.The user interacts with the server through input/output (I/O) devices134, such as a keyboard or a mouse and a display 133. Playback/Recordports 138 receive calls from clients and transcriptionists to provideaccess to the server. Modems 135 allow for transfer of text files from atranscriptionist to the server and from the server to a client. Atranscriptionist may also download voice files if the transcriptionisthas a personal computer with a sound card. This reduces phone bills andfrees up additional record/playback ports 138. Memory 136 is a memorydevice such as a magnetic disk, for short term storage of voice files.In an exemplary embodiment, the memory 136 stores 48 hours of speech.Archival memory 137 stores text and optionally stores voice files forlong term storage. The archival storage 137 may be 4.6 gigabytemagneto-optical drives with removable cartridges. The cartridges arenumbered an noted in a centralized database. Future retrieval of voicesfor playback or text files for reproduction of documents is completelyautomated.

FIGS. 14A-14G are flow diagrams illustrating the operation of the server120 shown in FIG. 12 when receiving a call from a user or atranscriptionist. The process begins at step 200 and proceeds to step202 where the caller is prompted to enter their user identificationnumber. The identity of the user associated with the user identificationnumber is audibly output to the caller and the caller confirms that theyhave entered the correct user identification number. Creation of theaudible user identification is described below with reference to FIG.15.

If the caller is a client, the process goes to step 206 in FIG. 14Bwhere the client is given the option to record new communication orlisten to already recorded communication. If the client selects “2” atstep 206, step 208 determines whether any jobs have been withheld andnotifies the client at step 210 of the existence of any withheld jobs.In an exemplary embodiment, clients may only withhold one job to reducethe amount of stored incomplete jobs. The server 120 provides the clientwith the ability to withhold an unfinished job from transcription sothat the client can call back at a later time and complete recording thecommunication. If any jobs have been withheld, steps 212, 214, and 216allow the client to release the job for transcription, append to thewithheld recording or begin a new recording, respectively. If the userselects to append to the withheld recording, a user password is enteredat step 218 and recording begins at step 224.

If no jobs have been withheld, or if the client selects to begin a newrecording, the process flows to step 220 where the system determineswhether a record number is required for this client. As described belowwith reference to FIG. 15, a client may request to have a record numberassigned to each job. For example, a court may desire to have thecourt's docket number assigned to any jobs. If a record number isrequired, the client enters the record number at step 222 and recordingbegins at step 224. The request for the record number may be genericsuch as “please enter the record number” or may be client specific suchas “please enter the insurance claim number” depending upon how the userprofile is created. This feature is discussed in detail below withreference to FIG. 15. Keypad 226 allows the client to control therecording. Button “1” labeled BOF is a function that proceeds to thebeginning of the recording and begins playing. Button “6” labeled EOF isa function that proceeds to the end of the recording, rewinds fiveseconds, and begins playing. These functions allow the user to quicklyand easily locate the beginning and end of a recording. If the userprofile for the client has enabled the file integrity option, describedin detail below with reference to FIG. 15, the majority of the functionsof keypad 226 are disabled. If the user presses the “9” key on thekeypad 226, the recording ends and the process proceeds to step 228 inFIG. 14C.

At step 228, the dictation is assigned an internal job number and thisjob number is provided to the client. The job number is used by theserver 120 for tracking the job and updating tile status of each job asdescribed below with reference to FIG. 16. At step 230 the systemdetermines whether any jobs are withheld. If so, the user is not giventhe option to withhold this job, but is given the option to beginrecording a new job at step 232. The user is also given the opportunityto request priority processing at step 240. If no jobs are withheld, theuser may select to make a new recording at step 234, withhold thecurrent job for 24 hours at step 236, or request priority processing atstep 240. If the client has not selected any of these options, theprocess flows to step 244 where the user is given the option to exit thesystem. Steps 246 and 248 provide exit messages to the client prior todisconnecting from tile system which allow the client to return to themain menu if desired.

At step 206 in FIG. 14B, the client may request to listen instead ofrecord. Flow proceeds to step 250 in FIG. 14A where the user isidentified as either a client or a listener. Listeners are grantedaccess to listen to recordings under an account number. For example, twodoctors in a laboratory may be granted listening access under a singleaccount number. This provides co-workers with the ability to review eachother's recordings. If the caller is a listener, the process proceeds tosteps 254 and 268-278. These steps allow the listener to select a searchcriterion for locating a job based on record number, job number, or userID and are self explanatory. If at step 250, the caller is a client, theclient is prompted to enter a password at step 252. The process flows tosteps 256-266 which allow the client to select a search criterion forlocating a job based on record number, job number, or user ID and areself explanatory. Once the caller has selected a search criterion, step280 locates the oldest open job matching the selected criterion. If nojob is found at step 282, the process notifies the user at step 284 andproceeds back to the appropriate selection steps 256 or 254 through step286.

Once a job is found, the job details are provided to the caller at step288 and flow proceeds to step 290 in FIG. 14D. At step 290, the user maydisconnect by pressing 9, skip to the next job matching the searchcriterion by pressing 8, or listen to the job by pressing 2. Step 292begins the playback process and the user can control the playbackthrough keypad 294. Because the user is within the listen portion of theroutine, the record feature is omitted from keypad 294. If the userpresses the exit button “9”, the listen routine is ended. Steps 296 and298 provide exit messages to the user prior to disconnecting from thesystem which allow the user to return to the main menu if desired.

In FIG. 14A, step 204, if the caller is identified as a typist, flowproceeds to step 300 in FIG. 14E where the typist is prompted to enter apassword. The typist is notified of any held jobs at step 302. Asdiscussed below, the typist may hold a job for later completion. If ajob has been held, the details of the job are provided at step 304 andthe typist may complete the held job or return the job to the que ofopen jobs through steps 306 and 308. Only one job may be held at a time.If the typist selects “1” at step 308, the held job is played asdiscussed below. If the typist selects “2” at step 306, the held job isreturned to open status and the process flows to step 310 where thenumber of open jobs is announced. The typist selects a search criterionfor selecting a job through steps 312 to 330 (shown in FIG. 14F). Asearch is performed at step 332 and if no matching job is found at step334, the typist is notified at step 336 and the process returns to step310.

Once a job is found in step 334, the job details are announced at step338 and the typist is given the opportunity to begin transcribing, skipto the next job or disconnect from the system at step 340. If disconnectis selected, step 342 provides exit messages to the typists, includingan option to return to the main menu. At step 344, the system beginsplaying the selected job. The selected job may be a held job that wasselected by the typist at steps 306 and 308 of FIG. 14E. Control of theplayback is performed through keypad 346 shown in FIG. 14G. It isunderstood that a variety of devices may be used to control the playbackincluding transcriptionist devices that include foot switches forcontrolling the playback and headsets for listening to the playback.

If the typist presses the “9” button on keypad 346, the process goes tostep 358 where exit messages are provide to the typist prior to exitingthe system. If the typist presses the “5” button to close the currentjob, the system determines whether the end of file (EOF) for the job hasbeen reached at step 348. If the EOF has ben reached, the typist hasheard the entire audio file, and is prompted at step 350 that thetranscription is ready to be uploaded to the server 120. If step 348determines that the EOF has not been reached, the typist is notifiedthat the job is incomplete and is given the option to hold the job orreturn the job to the open job que and proceed to step 310 shown in FIG.14 E. If the typist requests to hold the job, confirmation of holdingthe job is provided at step 356 and the typist exits at step 358. Exitmessages, including an option to return to the main menu, are providedat step 358.

FIG. 15 is a flow diagram of the process for creating or modifying auser configurable profile. The server 120 is unique in that it allowsthe user to define their own user profile. The process begins at step400 and proceeds to decision block 402 where the user is prompted toidentify whether they are a new user or an existing user. If the user isa new user, the process proceeds to step 404 where the user is assigneda unique user identification number. In step 406, the user is promptedto speak their user name, and the spoken name is played back to the userfor confirmation. As discussed above with respect to FIG. 14A, thisaudible user identification is used in step 202 to identify the userassociated with an identification number.

At step 408 the user is asked whether a record number is to beassociated with each job. For example, an insurance company may need aninternal claim number to be associated with each job. At step 408, theuser designates whether a record number is to be associated with eachjob. The user's designation at step 408 affects the flow at step 220shown in FIG. 14B. At step 408 the user may select a generic recordnumber or a user defined record number. Selecting a generic recordnumber will cause step 222 of FIG. 14B to recite “please enter therecord number” or a similar generic prompt, If at step 408, the userrequests a specific record number, the user is prompted to clearly speakthe record number designator. For example, an insurance representativemay state “claim number.” In this example, step 222 of FIG. 14B wouldprompt the user to “please enter the claim number.” This feature allowsa novice user to easily enter the appropriate record number.

At step 410, the user is questioned whether file integrity is desired.The file integrity option disables the majority of the functions ofkeypad 226 shown in FIG. 14B. If file integrity is selected, the usercan only record and exit. This feature is useful in the law enforcementfield where a dialog between a law enforcement officer and a declarantmust be accurately stored. By disabling the pause, rewind, and fastforward functions, it is guaranteed that the communication downloaded tothe server 120 is complete and that portions of the communication havenot been erased or recorded over.

At step 412, the user is questioned whether audio files are to be storedin archival storage. In normal operation, audio files are stored untilthe transcribed text has been delivered to the client and the text hasbeen archived (indicated by status code ARCHIVED). At this time, theaudio files are purged from storage. If the user selects the audioarchive option at step 412, audio files are stored in archival storageupon receipt. The process flows to step 414 where the user configurationroutine is exited.

If at step 402, the user requests to modify an existing user profile,the process proceeds to step 416 where the user identification number isentered. Tile audible user identification that the user has stored isplayed back to the user for confirmation that the correct useridentification number has been entered. In step 418, the current useraudible identification is played to the user and the user is asked if achange is desired. If so, the user records a new audible useridentification. Steps 420-424 proceed in a similar fashion where theuser is informed of the current field status and provided an opportunityto modify the status if desired. Once the user has been given anopportunity to modify all the fields in the user profile, the processeis exited at step 414.

FIG. 16 is an illustration of a portion of a tracking screen from atracking application executed by the server 120. The trackingapplication allows the operator of the server 120 to know the status ofevery job from when the client begins recording to when the text isfinally delivered to the client. This allows the operator of the serverto monitor job progress and promptly and accurately respond to clientqueries regarding job status. The tracking information includes jobnumber which is the job number assigned to the server, job status, useridentification number, vox file which identifies where the voice file isstored, vox size which indicates the size of the voice file, the typist(if any) who has accessed the job, the text file name where thetranscribed text is store, the size of the text file, and the date thetext file was delivered to the client. It is understood that additionalinformation may be included in the tracking application data and thatthe specific items described above are illustrative.

As jobs are received from a client, the server 120 assigns each job ajob number as shown in step 228 of FIG. 14C. The status of each job isthen automatically updated by the server 120 as follows. Each job isassigned the status RECORD while it is being provided by the client.Once the client has completed the recording, the status is updated toOPEN which designates that the job is now open for transcription. If thejob is accessed by a transcriptionist, the status of the job is changedto TSCRIBE. Once the transcriptionist has listened to the entire job,the status becomes PENDING which indicates that the server is nowawaiting receipt of the text from the transcriptionist. Upon receipt ofthe text from the transcriptionist, the status is updated to RECEIVED.The text for the job is then forwarded to the client and the status ischanged to DELIVERED. Once delivery of the text of the job is complete,the text file is stored in archival storage as discussed above and thestatus is changed to ARCHIVED.

The status information described above may also be accessed by theclient when the client is connected to the server 120 through modem 135.The clients selects a status report option which provides the clientwith a report of all the activity from their account of work inprogress. This allows the client to know the status of various pendingjobs without having to contact the server operator.

The server 120 also automatically performs billing tasks. Part of thetranscripionist's process in uploading completed jobs is to enterdescriptive data (identifying the job) and billing information (e.g.hours spent on job, number of pages, etc.). The server 120 accrues thebilling information and uses this information for both billing clientsand for paying transcriptionists.

As described above, the system can accommodate different user types suchas listeners. Additional user types include dictators, couriers, sys-opsand registered. Dictators use the system to record dictation from anindividual and thus the calibration features, described below, are notnecessary. A courier is authorized to retrieve any text on the servercorresponding to the courier's account. For example, in a large company,an employee in the mail room may be provided with a courier code toallow the courier to retrieve all text on the server for that company.Sys-ops have access to all jobs recorded on the server corresponding tothe sys-ops account. This allows an individual in a company to determinehow the account is being used. Lastly, registered users use the serverfor recording meetings between two or more individuals. The registereduser is provided with the calibration method described below and maydisable edit functions (similar to the integrity option describedabove).

As mentioned above, the system is also designed to calibrate the qualityof the input before recording coinimences. First, the recording devicepositioned at a client's location includes an automatic gain controlamplifier (AGC) which adjusts the signal level of the audio signal. Inaddition, if the user is identified as a registered user, the serverexecutes a calibration routine. The members present for thecommunication are prompted to state their names one at a time. Theserver then plays back the spoken names. If necessary, the recordingdevice at the client's facility can be repositioned to provide uniformrecording of all parties.

While preferred embodiments have been shown and described, variousmodifications and substitutions may be made thereto without departingfrom the spirit and scope of the invention. Accordingly, it is to beunderstood that the present invention has been described by way ofillustrations and not limitation.

What is claimed is:
 1. A system for recording, at a first location, acommunication at a second location, the first location being remote fromthe second location and interconnected by a communication medium, thesystem comprising: a port for receiving a job from a client for atranscriptionist; a port for providing the job to the transcriptionist;a communication device for receiving billing data input by thetranscriptionist; and a controller for generating billing material basedon said billing data; wherein said billing data includes a number ofpages of the job in transcribed form.
 2. The system of claim 1, whereinthe billing material includes a bill to the client.
 3. The system ofclaim 1, wherein the billing material includes payables to thetranscriptionist.
 4. The system of claim 1, wherein said billing dataincludes time spent on the job by the transcriptionist.